NEW OFFICER TRAINING

By Ada Lian

The new officers will carry on the club’ responsibilities next year, and in order to prepare them, each member has initiated a training process with each incoming officer. For me, I’m planning to train the upcoming secretary around the first week of May, when the secretary report for Key Club is due. At the training, I will give them the deadline date for the report, and also the dates to turn the reports in for extra credit. I will also give them all the contact information for their teammates, lieutenants, etc while also giving them their location information, such as division. After giving them important deadlines, I'll go more in depth of the specific roles the secretary carries.

For instance, they need to take notes of the meetings, and to do that they can refer to the meeting slide notes. After that, I will let them explore excel sheets or google sheets to let them get used to creating a data form of the meeting attendance both for general and board meetings. Ahead of time, the secretary can create a separate form for attendance for each month. In each form, they will need the role, name, and ID number of the attendee.

By creating this ahead of time, the secretary won’t have to stress about it later and the slide creators on the team can access them whenever. I will also remind them of the specific tabs to put the information under for other officers to access. The drive is well organized by month and topic, so the information can be organized and easily found.

For each month, there is also a task of the month. Every month, on the form, there will be a new topic as an update on the club. To complete this, I will encourage the secretary to ask other members for their input in order to find more information to add to earn points. The most important job for a secretary is the hour log where all hour opportunities and the amount of hours earned from each member will be kept. The secretary will need to keep track of new and past opportunities in order to update the hour documentation form. In addition, for each opportunity, the member will need to send a screenshot of the activity or a picture of the signed in person hour sheet. Each hour is worth half an hour, so that will also need to be added on the hour form.

After the members submit the hour form, the secretary will need to convert and update that onto the hour log, where members will find their total hours divided into sponsored, unsponsored, and meeting hours. For all documents the secretary turns in, the secretary also needs to include a signature and date. I will teach them how to upload a picture of their real signature onto the document, and how to copy and paste that on all the documents easier. With this, the secretary will also help out other officers on the team, such as helping the editor write articles, and also attend meetings as an officer. I will also help prepare the officers by answering the questions they have for the roles of the officers, and I will try to provide advice to make managing the new school year smoother. I wish them the best of luck and have fun!